Life of a youth pastor .

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Organize for camp with custom lanyard schedules.

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IMG_9396      Bottom line: Get organized for camp by making your own lanyard schedules. 

Each year we run a full on NextGen camp. For MLK weekend we take 3rd-12th grade to the same camp setting, but run three independent camps according to age group. Sounds crazy and perhaps impossible right?! The three age groups never bump into each other except for MS/HS sharing a large group program.

Think about it: 300-400 kids & adults running around for three days trying to figure out what’s next, when to eat and where to be is asking for complete chaos. As you know, doing this for one age group brings enough headache of it’s own. Instead of trying to keep up with camp books, or kids asking the cabin leader every moment, “What’s next?”…we did lanyards this year and I’ll never look back.

What you will need: [Read more…]

Inside peek: Planning our Winter Camp.

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todos

The only successful to-do list includes this formula: Assign + Execute = Done. 

What appears to be a massive to-do list is almost just that. Some of these to-do’s will take 10 minutes while others may have taken 10 collective hours poured into them by our entire NextGen team. The multi-color spreadsheet to the right is our master schedule of 3 camps happening simultaneously at the same location on one weekend: 3-5 grade, 6-8 grade and 9-12 grade.

Assigning. This is probably more important than execution. If the task is assigned a champion to ensure it is completed then you do not have to worry about the 10 minutes – 10 hours it may take to execute the to-do. Evenly distributing your workload for a huge task like winter camp is the only way to go. It should never be one person’s job. If the item is not correctly delegated it will most likely not get done or present a source of frustration for the whole team. On our to-do board, in each checkbox there are initials representing the champion of that task, most of our team picked their own tasks to own. This came out of experience in a certain area or a gifting that made that task more preferable.

Executing. It usually always takes longer than you think, so allow double the time you think it may take so that you can produce quality work and not simply just get the job done. I’m not only talking about your input or work on the project: take into consideration graphic artists, t-shirt companies, shipping+handling timelines, and room for error if something needs to be redone. Set some timers. Today I had 15 minute timers going to keep me on task to execute my current to-do so I could move on to the next one. In the same manner, when a team-mate finishes their tasks you should start playing dominos (let one person that is finished fall into another persons task to help them until they are finished so that you can speed up the endgame)

This is probably not far off from what you and your team does before a camp or retreat. In a project as this you will be heavily reminded the importance of teamwork, if not you may be doing something wrong. You might be able to lift a few heavy things but you can’t do it all. Learn that now and you will still be sane in a few years and perhaps even your longevity in student ministry will increase.

A word of advice: Don’t wait until the last minute to think out loud with your team and start assigning and executing tasks. It’s never too soon to begin a project, but too soon can turn into too late very quickly.  Set dates on your calendar now for planning your next big event, set alarms on your phone, and reminders on your calendar for certain tasks. I suggest 4-6 months ahead of time.

Do you want more students at your camp? Do some forward thinking like some of your families.

If your personal and work life feel like they are overflowing with to-do’s try this exercise, I call it the “brain dump”.

Marketing, have you lost the touch?

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Marketing

When it comes to marketing, know your audience. The same rule applies in ministry. If you are trying to get gobs of students or kids to sign up for a camp, don’t let them know about it just a few weeks before. If you want to specifically target students you shouldn’t write them an email and expect them to read it. It’s 2014 people, reach people where they are already at, or go the extra mile and make an effort to reach them personally.

I’ve mailed out postcards, created a Facebook page, post regularly on Instagram, email mom and dad, and the list goes on and on. Which one works the best for marketing a program, event, or just getting information out? I don’t know. I do know that the more you balance personally reaching out with social media, emails, newsletters, etc. the more responsive an individual will be to that piece of information.

Unfortunately, I believe we are relying far too much on the computer and the multiple platforms of social media. No longer do we meet the parents face to face, tell them about the awesome camp we would love Johnny or Suzie to sign up for, we expect a fun graphic and a few words hitting their inbox to do the trick. This can lend to a very corporate feeling ministry along with all the other competition you face in getting their attention. This week I’ve asked all my small group leaders to call the phone numbers of the parents on their roster and cast vision for our mission trip sign ups. I know it can only help, I believe in the personal touch…and yes, I’m calling students too!

Before you write another email to parents, leaders, or even reach out to a student via social media for marketing reasons, try one of these things:

  • Snail mail a handwritten letter.
  • Make a phone call.
  • Invite that student/parent/leader to have coffee.

What would you say is the most effective way to market your audience?

Retreat Research DIY(6.10)

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research-studies_000

This is in response to a former article I wrote on DIY Student Ministry. This is the sixth of ten areas that I’m covering in this series.

Thank God, literally…that He has created and designed other people in my ministry to be more organized and administrative than myself. When it comes down to nitty gritty details, planning, gathering information, keeping it organized, etc. I go a little bit off the deep end. I love details but usually have a hard time organizing them if they don’t have my full attention, and let’s be honest, if you are a student pastor – you can hardly ever give one thing your full attention.

Maybe you have been to the same camp year after year…or go on the same mission trip summer after summer. Have you ever considered something different? Is there a better location for your money? For your time? Have you taken the time research or better yet have someone else research for you? Get away from DIY student ministry by finding the leader or volunteer in your ministry that is type A, has a clean and organized home, gets a high off of details…you know what kind of person I’m talking about, this could even be a parent in your ministry. Promote them to be the chief researcher for your ministry. This person could be beneficial for you in a number of ways, researching numbers, growth, school calendars, best time for retreats, mission trips, locations, lodging, transportation.

Retreat Research. When it comes to a retreat, camp or mission trip there are a many things that cannot go unseen. I want to know all the details, and usually want to hear an alternate option for each one…I like options, it helps me make better decisions.

  • Location. How far away is this place? Just because you have been at the same camp for 8 years doesn’t mean their isn’t a better option, don’t let this blind you from having an even better experience.
  • Transportation. What is the most economical? Plane, Charter bus, school bus, 12 passenger vans, SUVs, carpool. I’ve done them all, each of them have their pros and cons.
  • Lodging. Paying for lodging is not the only option. I have been in multiple situations where lodging has been provided for free, the organization appreciates what we are doing for the community – as a thank you they will let you use their facility. I have stayed in high schools (use their gyms for sleeping quarters), YMCA’s, and even colleges. When it comes to staying in hotels…I always try to get adjoining rooms, with two leaders per room for the safety and accountability factor.
  • Food. The dollar menu can be your best friend! It’s not the healthiest food, but when you are in a bind on a trip or need to make a quick stop…find two or three fast food options for students and give them 45 minutes. (Call ahead! McDonalds will love you for it, if you give them an ETA so they can prepared ahead of time…this could get you in and out of the restaurant faster) They will love you for it. Buy lunch meat, PBJ, and a variety of bread – have them make their own sandwich – this is a cheaper/healthier option but requires some additional set up.
  • Pre-trip. Whether it be for camp or for a mission trip I find it imperative to see it for myself before taking a group of students with me or sending them with someone else. I look at things from a risk-management perspective (anything that could go wrong, prepare for the worst) I need plan B’s and rainy day schedules in my back pocket, this is hard to do if you have never been to the location. This also helps you gain a perspective of reality rather than just looking at the numbers on paper or exploring the computer screen. Some things you think are great ideas will soon fizzle away once you step into reality.
  • Process. Students don’t just show up the day of and you go on your trip. There is a huge process that takes place before this. Collecting registration forms, money, liability releases, etc. If you are doing this all on your own I think  you are making a mistake, find someone to help you or delegate to someone else. Brainstorm how you can make this process easier and quicker for everyone involved. The harder your process, the harder it is on your team, and families who are signing up. It’s 2013 people, let’s get creative – use the technology thats been given to you.
  • Think outside the box. Get a new camp speaker, switch up the location, do a hybrid camp/mission trip. You might discover something new!

This is in response to a former article I wrote on DIY Student Ministry. This is the sixth of ten areas that I’m covering in this series.

Was Camp a Success?

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I have been to dozens of camps both as a student, volunteer and pastor. This past weekend I had the privilege of speaking at a camp in northern Georgia. My buddy Tim Tullis, a junior high pastor at a church in Knoxville invited me to spend the weekend with him and his students. Camp was a blast, I enjoyed the students and absolutely loved the camp. It confirmed that you can pull off a 6-12 camp for students in how you organize their time at camp, a schedule for HS and one for MS. The setting was truly an escape from reality, nestled in the Blue Ridge Mountains, I would highly recommend Woodlands Camp for any youth group looking for a camp setting in the south/east.

Though I thoroughly enjoyed speaking at the camp, I had the great privilege of participating in a 7th grade boys cabin talk one night. Hearing them say things like, “I need to apologize to my parents for the way I act” shows me they have a group of friends hearing them out, trusting them, and participating in life change when it happens –  there was some really great conversation! Sitting in the small group and hearing the the boys reflect on the things I shared in the large session really solidified some thoughts on camp. Students will run around, play crazy games, eat that awesome camp food and even take notes in the main session BUT the life change is happening in small groups. Talking with my team at staff meeting this week  my convictions were confirmed. Much of our time is spent programming for the main program, energy spent developing games, we make sure to provide students with enough free time – and cabin time becomes “whatever you guys want to talk about.” There should always be room for the whatever in a small group, but the whatever is hopefully guided toward the essentials of one’s faith journey.

When a youth group comes off of a mountain top experience, like camp, many students experience life change. They have encountered and dealt with some big things in their life and focused on their relationship with God for a solid 3-5 days. What helped make that life change a success?

  • Proximity – Take a student out of their element and put them in an environment that is not regular to them. Getting a student away from the computer, cell phone, their favorite CD allows their mind to think about other things in the present such as God and the people around them. When you take a student out of their normal routine it allows them to zoom out and get a panoramic view of life.
  • Scheduled God Time – For the most part, students hardly spend time with God or thinking about God outside their regular program(s) or small groups that the church facilitates for them. With 2 sessions a day, personal devotions, and cabin talks – scheduled time for students to rest in God’s word and think about their relationship with Him make a HUGE impact over a few days at camp.
  • Small Groups – This is where success happens at camp. It is not only the conversations that happen in the cabin but the intentionality of taking that stuff home as a small group and continue the conversation. The camp speaker is NOT the focal point, but merely someone who primes the pump and begins the conversation for greater conversation among established relationships.

Final Thought

If much of the camp’s success is dictated on followup with small groups, how can we better aim at equipping our small groups and leaders for the long haul when returning home? If you haven’t participated in a small group in some time but lead the direction for them you are missing out. It is incredibly important to take constant pulse checks on your small groups to better serve them and provide resources to help students get connected and stay connected.